Senior Project Coordinator

7 days ago

Washington, United States Calibre Inc Full time

We are seeking a highly organized and detail-oriented Senior Project Coordinator to join our team at Calibre Inc.

About the Role

As a Senior Project Coordinator, you will provide administrative support to project managers and teams, ensuring the smooth execution of projects from initiation to completion.

The ideal candidate will have excellent communication and interpersonal skills, with the ability to work effectively in a fast-paced environment.

Key Responsibilities
  • Provide administrative support to project managers and teams, including logging, tracking, and distributing RFIs and submittals to consultants.
  • Manage day-to-day workflow, requiring extensive contact with internal employees and external consultants and clients.
  • Input data into various information systems, ensuring accuracy and attention to detail.
  • Handle frequent telephone, email, and personal contact with internal employees and consultants and external clients, providing exceptional customer service.
  • Manage client and consultant contact information, maintaining up-to-date records and databases.
  • Proactively track status of tasks, communicate progress, and reach out with questions in a timely manner, ensuring project milestones are met.
  • Collaborate with various staff and departments in administering day-to-day projects and reporting requirements, fostering a positive and productive team environment.
  • Provide project support by composing correspondence, proposals, and agreements, project progress reports, and invoices, performing data entry and maintaining project files.
  • Serve as a contact for the transfer of files, documents, drawings with external consultants and clients, managing distribution to the team.
  • Serve as meeting coordinator for client, departmental, and/or office meetings, ensuring seamless organization and execution.
  • Assist project accountants in putting together invoicing and/or joint venture fee splits where applicable, maintaining accurate financial records.
  • Track the process for obtaining fully executed consultant agreements, processing comments from project managers and consultants, and obtaining comments from corporate legal departments before final sign-off.
  • On public projects, track required MBE, WBE, and DBE consultant involvement on the project, providing timely reports to public agencies as required, and establishing files and procedures for annual audits by public agencies involved.
  • Attend client meetings to take meeting minutes and prepare for distribution, ensuring effective communication and project updates.
Requirements
  • Proficiency in MS Office, including Word, Excel, and Outlook.
  • Proficiency in Newforma preferred.
  • Must be detail-oriented and able to handle confidential information at the highest level.
  • Ability to communicate both verbally and in writing, including excellent interpersonal skills.
  • Ability to work in a team environment, with a focus on collaboration and teamwork.
  • Ability to effectively meet deadlines, prioritizing tasks and managing time efficiently.
  • For those who provide BIM support, proficiency in AutoCAD/Autodesk Architectural Desktop (Revit preferred).
Compensation and Benefits

The estimated salary for this position is $60,000 - $80,000 per annum, depending on experience and qualifications.

In addition to competitive compensation, we offer a comprehensive benefits package, including medical, dental, and vision coverage, 401(k) savings plans, disability, life, and accident insurance, paid time off (PTO), and parental leave.

We are committed to providing our employees with a supportive and inclusive work environment, recognizing their hard work and dedication.

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